Dynamics NAV Accountant
Some businesses employ the external accountant, and others have the accountant on staff. No matter which type of accountant you are, you can use the Dynamics NAV Accountant Role Center as your Home in Dynamics NAV. From here, you can access all the windows that you need in your work.
Dynamics NAV Accountant Role Center
The Role Center is the dashboard with activity tiles that display you real-time key figures and give you quick access to data. In ribbon at the top of a window, you have access to more actions, such as opening the commonly used financial reports and statements in Excel. In the navigation pane to the left, you can fastly switch between the lists you use most often. If you expand the Home menu in the navigation pane, you will see other areas, such as Posted Documents with the various types of documents that the company has posted.
If you are new to Dynamics NAV Accountant, you can launch a list of videos right from your Home page. You can also launch the Getting Started tour that points out key areas.
Get Invited to a Client’s Dynamics NAV
A company who use Dynamics NAV Accountant can invite you to Dynamics NAV as their external accountant. This requires that they have set up SMTP mail, so they might wish to contact their Dynamics Navision partner for assistance. Also, we recommend that you provide them with the email address that you plan to use for your accounting work – that way, you can choose if you want to use firstname.lastname@example.org or email@example.com
As a result, you will receive the email from your client with a link to their Dynamics NAV
You can then access their financial data from the Dynamics NAV Accountant Role Center. If you use the accountant portal, you can also add that client to your list of clients in the accountant portal dashboard.
If you are the accountant with several clients, you can use the accountant portal as your dashboard for a better overview of your clients. From there, you can access each client’s tenant in Dynamics NAV and use the Accountant Role Center as described above.
When you first log in to the accountant portal, the dashboard shows a sample client to support you get started. Once you are comfortable, you can remove the sample client.
Working with Individual Clients
The dashboard displays important information about each client.
The Company Name column lists all companies that your clients have in Dynamics NAV Accountant, and the Client Name column shows the names of your clients. You can customize the dashboard to display the information points that you want to see by adding or removing columns. For example, you might wish to see the taxes that are due, how many open sales documents each client has, or the number of purchase invoices that are due next week. You can configure to see the suit your needs. If you have a number of clients, you can use filters to sort your view.
Next, to the company name, the ellipsis (…) reveals the short menu:
- Refresh the current company and get fresh information for the client
- Go to the client’s company
- Select more companies
Similarly, you can use the Client Summary drop-down menu to refresh all companies or open the currently selected company, for example.
You can see more data about your clients’ information by selecting the name of the company that you want to learn more about. This opens the Company Details pane, where you can see the additional data, such as the below given:
- Cash account balances
- Cash flow forecast
- Overdue purchase invoices
- Overdue sales invoices
Technically, you have now logged into your client’s Dynamics NAV, and data you see is live data. If you want to take the closer look at the information, such as an overdue purchase invoice, select the link, and you are taken to the client company.
Working in the Client Company
If you want to do more work for the client, you can do this in the Accountant Role Center in their Dynamics NAV – simply select to the Go To Client menu item, and you have logged in automatically.
In the client’s company, you have viewed and modify the data that you need in your work. For more information, see the top of this page.
You can include the client by using the Clients window, which you can open by choosing the Manage Clients action in the ribbon. Simply select the New and then fill in the fields.
The information in the card for each client is mentioned by you, and you can change it as needed. However, Client URL field is very critical – this is how you can access each client’s Dynamics NAV. Use the Test Client URL action in the ribbon to test that you entered the right link. The URL that you must enter points at the client’s Dynamics NAV, such as https://mybusiness.financials.dynamics.com. This URL is then used when you select to the Go To Company menu item.
Inviting Your External Accountant to Your Dynamics NAV
If you use an external accountant to manage your books and financial reporting, you can invite them to your Dynamics NAV so they can work with you on your fiscal data.
Once your accountant has gained access to your Dynamics NAV, they can use an Accountant Role Center that provides easy access to the most relevant windows for their work.
Invite Your Accountant to Your Dynamics NAV
In the latest version of the MS Dynamics NAV, we have made it easy for you to invite the external accountant. Simply open the Users window, and then select to the Invite External Accountant action in the ribbon. The email is made ready for you, just add your accountant’s work email, and send the invitation.
Behind the scenes, an accountant is included to your Active Directory tenant. Your administrator can verify that an accountant accepts the invitation and assigned the correct license. The steps for doing this depends on the type of account that you used when you signed up for the Dynamics NAV. This topic is based on the use of the Office 365 account, which uses the Microsoft Azure Active Directory.
If you have activated your subscription of the Dynamics Navision and are no longer using the evaluation company, you have the Azure Active Directory tenant. Your administrator or Dynamics NAV partner manages this tenant in the Azure portal. This is where the new users are included and licenses are applied and removed.
One of the license types for the Dynamics Navision is the External Accountant license. This license type is intended for the use by users such as an external accountant. This means that you do not have to buy an extra seat in your current Active Directory or use one of your existing Dynamics NAV user accounts on your external accountant. For example, if your Office 365 subscription adds 10 users for the Dynamics NAV, and you are currently using 10 Full User licenses, your administrator can simply include your external accountant as the guest user in the Azure portal and assign this user an External Accountant license at no additional cost. However, you can have one user with the External Accountant license. If you want to include more users, you must update your Office 365 subscription accordingly.